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 Entering Documents

Purpose

You enter documents using the Post Document function. The way you proceed depends on the document type.

Posting without clearing open items

For example, if you post a payment on account or carry out a transfer posting or debit entry, you post the document without clearing any items. In this case you carry out the following steps:

  1. Enter the document header.

  2. Enter the business partner items.

  3. The G/L account items are normally created automatically by the applications (see Automatic Postings ). You can also enter them manually if necessary.

  4. Post the document

Posting and clearing open items

You usually clear items with one of several specialized functions, which include payment lot, payment program, account maintenance, or write-offs. You can also clear open items during document entry. In this case you carry out the following steps:

  1. Enter the document header.

  2. Enter the G/L account items where necessary (example: Incoming payment in a bank clearing account).

  3. Enter business partner items where necessary (payments on account or transfer postings).

  4. Select and process the open items.

  5. Post the document.

Prerequisites

You have made the settings in the Implementation Guide for Contract Accounts Receivable and Payable under Start of the navigation path Basic Functions Next navigation step Postings and Documents. End of the navigation path .If you frequently enter single postings of a specific category online, for example, in the cash desk or in the cash journal, and usually always use the same document type, the response times may be slow because all users use the same number range for document number assignment. To avoid slow response times, you can assign several number ranges to a document type for single postings (see Implementation Guide for Contract Accounts Receivable and Payable under Start of the navigation path Basic Functions Next navigation step Postings and Documents Next navigation step Document Next navigation step Maintain Document Account Assignments Next navigation step Document Types Next navigation step Maintain Document Types and Assign Number Ranges (Additional Number Ranges for Individual Processing) End of the navigation path ).

Result

Posting without clearing open items

The system posts a document.

Posting and clearing open items

The clearing document created may contain business partner and G/L items as well as a list of the cleared items in the lower portion of the overview screen.